Automate Approvals for Your Data in Microsoft Lists

Introducing the Automate Tab

The Automate tab in Microsoft Lists includes two key subtabs: Rules and Reminders and Configure Approvals. The Rules and Reminders subtab allows users to create simple if/then rules to automate tasks such as sending notifications or setting reminders based on changes to list information. The Configure Approvals subtab enables users to set up and manage approval workflows directly within their lists, streamlining processes that require one or more approvals.

Configure Approvals Subtab

One of the coolest features within the Automate tab is the Configure Approvals subtab, which is our focus for this blog. So, what exactly can it do for you? Well, imagine you need to get approval for a new fundraising initiative. Instead of tracking down various stakeholders within your organization for their sign-off, you can set up an automated approval process right within Microsoft Lists.

Here’s how it works:

1. Start by creating a list that includes all the details of your initiative. This could include budget estimates, timelines, and objectives.
2. Once your list is set up, head over to the Automate tab and click on the Configure Approvals subtab.

    

   • Select the Enable Approvals tab and click Apply.

      

   • You will now see a new Approval Status column in your Microsoft List.

      

3. Next, to send an approval, select the Not submitted tab in the row of the item you’d like to have approved.
   • Fill out the details of the approval and click Submit.

      

4. The status in the List will change to Requested once your approval has been sent.

    

5. Once the request is approved, the status will change to Approved.

    

Why It’s a Game-Changer for Nonprofits

The Configure Approvals subtab is a game-changer for nonprofit organizations, and here’s why:

1. Saves Time: No more chasing after people for approvals. The automated process does it for you.
2. Ensures Accountability: Every step of the approval process is tracked, so you know exactly who approved what and when.
3. Reduces Errors: Automated workflows minimize the risk of missed approvals and ensure that all necessary checks are in place.
4. Improves Transparency: Everyone involved in the approval process can see the status at a glance, ensuring complete transparency.

Use Case Example for Nonprofits

1. Donation Requests: Approve requests for donations or sponsorships from various sources to ensure they align with the nonprofit's mission and guidelines.
2. Program Proposals: Review and approve new program initiatives or changes to existing programs to maintain quality and consistency.
3. Marketing Materials: Manage the approval process for marketing content, such as brochures, social media posts, and newsletters, to ensure they meet organizational standards.

To sum it up, the Configure Approvals subtab in Microsoft Lists is a fantastic tool for simplifying your approval workflows. It takes the hassle out of manual approvals, ensuring that everything runs smoothly and efficiently. Whether you're managing a small project or coordinating with a large team, this feature helps keep everyone aligned and on track. By automating the approval process, you can focus more on your core tasks and less on administrative details. Give it a try and see how it can make your workday a little easier and a lot more productive.